10 Steps to a Perfect Event
Planning an event can be a stressful time. Where do you start? How many people do you invite? Do you provide food? It can be a logistical headache, especially if you don’t take the time to plan the event properly beforehand. People will either rave about your event or forget about it completely; you obviously want the former.
So, is there a magical formula for the perfect event? Maybe not, but there are plenty of steps to make sure your event is amazing.
Step One – Set Your Goals
An event with no purpose is likely to be a mess. So first, you must determine why you are having the event in the first place. Whether it is to promote a new product, celebrate an important company milestone or just an annual work party, it is important to know what you want to achieve beforehand.
Step Two – Create a Budget
Running out of money during the planning process can be embarrassing. It can also mean your event is not as good as it could have been, especially if you have accidentally spent the majority of the budget on cocktail sausages. Although that might be an enjoyable afternoon in itself... To avoid this you need to allocate an amount of money to each key aspect of the event; venue, food and entertainment. Doing this also allows you to plan the event around your budget and stretch it to make the best event possible.
Step Three – Plan a Menu
Food is an important aspect of any event. If you are expecting people to spend hours in a room, without offering any form of refreshments you might be slightly misjudging the hangry nature of a crowd. Make sure you have an array of options; cater to your vegetarian and carnivorous guests alike especially. A good spread can really make an event the talk of the office, so don’t scrimp!
Step Four – Create a Guest List
Create a guest list to make your event feel like the event. It is also a good idea to create a ‘VIP’ list. People like to feel special; it’s a nice little touch that will help to generate good will in your guests. You should make sure that everybody that needs to be there has been invited. A list enables you to not miss anyone from the invite stage; after all, forgetting to invite the CEO of your company would be a major faux pas!
Step Five – Book a Venue
You will need a place to hold the event. It is an essential aspect of planning events, as holding a special occasion in the office doesn’t feel very special. Book a venue that is the right size for your guest list, has the perfect atmosphere for the event you have planned (an awards dinner in a banquet hall for example) and that will impress your guests.
Step Six – Determine Vendors
Food and drink will not just magically appear at a venue if you turn up with hundreds of guests in tow. Plan ahead and get your vendors locked in place as early in the planning process as possible, coinciding with your venue booking is always a smart option. Don’t stick your guests with subpar food just because you forgot to book a good caterer in advance!
Step Seven – Secure Amazing Entertainment
Silence. Pure, blissful silence. Great when you have a headache - terrible at an event full of hundreds of people. Music is the best backdrop for any event. Whether it is a DJ, band or a boom box in the corner you need to secure this in advance of your event. There is likely going to be a few generations of people in one room, so try to get entertainment that will be enjoyed by all!
Step Eight – Send Out Invitations
A personal invitation, especially handwritten, can seem like a lot of effort. But it adds a touch of care to an event that a lot of people appreciate. An e-invite is the preferred modern method, but perhaps for your VIP guests this touch of the old-fashioned is the way to go. Nothing says special like a handwritten invitation after all!
Step Nine – Promote the Event!
It’s a simple fact: if no one hears about an, no one will turn up to it. Posters, reminders and general promotion are needed as soon as all of the details of an event are set in stone. Not just once, but right up to the night or day of the event itself. You may think you’re annoying people with constant reminders, but it will help them remember and show up to fill your well-planned event!
Step Ten – Get the Right Staff
An event can live and die by the people organising it. So, make sure your event is the tightest running ship in existence by relying on the right people. Here at Breeze People, all of our staff are highly trained, personable and know how to make an event the place to be. Don’t settle for any less!
Have any questions about how to plan the perfect event? Then don’t hesitate to get in touch on 02380 015 000, our friendly team will be more than happy to help you. You can also follow us on Facebook, Twitter and Google+ to keep up to date with all of our latest news and updates.